Consideration and Approval of Contract: Purchase Contract with San Tan Auto Partners, LLC, for nine (9) most current available model year Ford Police Hybrid Police Interceptor Utility (PIU's) vehicles in the amount of $449,292.15, including fees and taxes.
 

Staff recommends purchasing nine (9) Ford Police Interceptor Utility Hybrid vehicles from San Tan Auto Partners, LLC, to replace nine (9) patrol vehicles which have reached the end of their service life. The City issued an Invitation for Bids (2027-241) and received 7 bids.  San Tan Auto Partners submitted the lowest responsive and responsible bid and met all specifications and solicitation requirements.  The Fleet Management Committee reviewed and approved these replacements under the City's fleet replacement program consistent with the City's fleet replacement strategy. This purchase follows the City Fleet and Equipment Directive which requires all Divisions, including public safety, to evaluate fully electric vehicles first, then plug-in hybrid, then hybrid, with internal combustion as the final option.  A fully electric patrol vehicle does not currently meet operational needs because there is no fast charging infrastructure available and the City's patrol electric vehicle evaluation process is still underway.  The Ford Police Interceptor Utility Hybrid was selected as the best option given the lack of charging infrastructure and that these vehicles are operating 24/7 365 days per year.  The total cost of $449,292.15 is within the $509,000 budgeted for this purchase. 

Project Name: Purchase of nine (9) Ford Police Interceptor Utility Hybrid Patrol Vehicles     
Cost: $449,292.15
Account Number Budgeted:  001-04-061-0221-2-4401
FY 2027 Budgeted Amount: $547,000.00 
Funding Source: General Fund, Fleet Replacement Fund
Vehicle Costs:
Price per unit: $45,900.00 Vehicle Purchase x 9: $413,100.00
Taxes and Fees: $36,192.15
Total: $449,292.15

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1. Approve contract as recommended.
2. Approve a purchase of fewer than (9) vehicles from San Tan Auto Partners.
3. Deny the request to purchase and provide staff with alternative options.

The City of Flagstaff regularly evaluates the condition, age, mileage, maintenance history, and operational reliability of fleet assets through the City’s adopted fleet replacement program and Fleet & Equipment Directive. Police vehicles experience high utilization rates, extended idle times, and demanding operating conditions that accelerate wear and increase maintenance costs over the life of the vehicle. Timely replacement of these units is necessary to maintain dependable public safety operations and minimize vehicle downtime. Vehicle replacement requests are reviewed through the City’s established fleet replacement process to ensure they meet fleet replacement guidelines, operational requirements, life cycle expectations, and budget considerations.

Requests are presented to and reviewed by the Fleet Management Committee (FMC), which evaluates fleet needs, replacement eligibility, operational impacts, and alignment with the City’s overall fleet strategy prior to approval. To support the ongoing replacement of aging police fleet vehicles, the City issued an Invitation for Bids (IFB) for the purchase of nine (9) Ford Police Interceptor Utility Hybrid Patrol Vehicles. The solicitation process was conducted in accordance with the City’s procurement policies and procedures to ensure a competitive and transparent bidding process. Following review of the submitted bids, San Tan Auto Partners was identified as the lowest responsive and responsible bidder, meeting all required specifications and solicitation requirements. The proposed purchase amount for the vehicles is $413,100.00, with applicable fees and taxes at $36,192.15, for a total cost of $449,292.15. The replacement of these vehicles supports the City’s commitment to maintaining a safe, reliable, and operationally effective fleet for police services while reducing the risks associated with aging and high-mileage equipment.

Procurement: Confirms that San Tan Auto Partners was the lowest responsive, responsible bidder. JL

Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace aging infrastructure
High-Performing Governance: Serve the public by providing high-quality customer service. Be an inclusive employer of choice by providing employees with the necessary tools, training, support, and compensation.

Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance service.

The Flagstaff Police Department and Fleet Services prioritize hybrid and alternative fuel vehicles for patrol when they are available and operationally feasible. Hybrid patrol vehicles can power onboard equipment from the battery while the engine shuts off at idle.  That reduces fuel use and emissions during the long idle periods common in patrol work, with no loss of operational capability. 

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